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Purchase Orders

Purchase Orders

Purpose and when to use this record

Create and manage purchase orders from vendor commitment through partial or complete receiving.

At a glance

  • Identify it by: Purchase #, Status, Date Created, and Ship Date.

  • Check its business context: Vendor, Warehouse, Freight Vendor, and Parent.

  • Why care: Warehouse, item, unit, quantity, and cost must describe the same physical movement. A wrong warehouse or unit can make availability and valuation misleading.

  • Why care: Status communicates workflow progress to other staff. Change it only when the underlying work, approval, payment, or handoff has actually occurred.

Before you begin

You need the Brisk permission for the action you are taking on purchase orders. If a Create, Edit, or Delete control is absent, do not work around it with another user’s account; ask an administrator to review your role.

Create a Purchase

Create a Purchase only after confirming that the source document or operational event has not already been entered.

  1. Select the business context first: Vendor, Warehouse, Freight Vendor, and Parent.

  2. Enter the identifying values shown on the form, especially Purchase #, Status, Vendor, Warehouse, Date Created, and Ship Date, plus the remaining screen fields.

  3. Review Status, and Submitted To Vendor deliberately; these choices control availability or workflow rather than merely describing the record.

  4. Save the Purchase, then confirm Purchase #, Status, Date Created, and Ship Date on its detail page before continuing.

After saving: Send the approved order to the vendor, then receive actual deliveries against it; partial receipts should leave the unreceived balance open.

Delete a Purchase

Delete this Purchase only when it was entered by mistake and no downstream history depends on it. Use a reversal, void, credit, counter-adjustment, or status correction for a real event that later changed.

Before confirming, check for related Inventory Receipts, Inventory Records, Purchase Rows, and Transactions. Brisk may refuse deletion when another record depends on this one; resolve the duplicate or use the supported correction workflow instead of breaking the trail.

On the confirmation page, verify Purchase #, Status, Date Created, and Ship Date. After confirmation, return to the Purchase Orders list and make sure only the intended Purchase was removed.

Review Purchase details

Purchase order DOC-PO-1001 showing partially received status, the fictional vendor, warehouse, and filter cartridge line.
A fictional purchase order after six of ten items have been received.

Use the detail page as the shared record of what this Purchase currently means. Verify Status, Date Created, Ship Date, Subtotal, and Total before relying on it for a decision.

Follow Vendor, Warehouse, Freight Vendor, and Parent to determine whether the issue is on this Purchase or on one of those linked records.

Next check: Send the approved order to the vendor, then receive actual deliveries against it; partial receipts should leave the unreceived balance open.

Edit an existing Purchase

Brisk Purchase Orders update screen displayed with fictional documentation-demo data.
The Purchase Orders update screen in the Brisk documentation demo.

Edit this Purchase to correct or complete the same source document or operational event; use the supported reversal or follow-up workflow when the business event itself changed.

  1. Open the detail page. Compare Vendor, Warehouse, Freight Vendor, and Parent with the supporting document or approved request.

  2. Recheck Status, Vendor, Warehouse, Date Created, Ship Date, and Subtotal, plus the remaining screen fields. These values are most likely to change warehouse availability, replenishment, quantities, and valuation.

  3. Save the change, return to the list, and confirm that the Purchase now appears under the expected Status.

After the change: Send the approved order to the vendor, then receive actual deliveries against it; partial receipts should leave the unreceived balance open.

Find and review purchase orders

Brisk Purchase Orders list screen displayed with fictional documentation-demo data.
The Purchase Orders list screen in the Brisk documentation demo.

Use the Purchase Orders list to find the correct record before opening or changing it. Compare Purchase #, Status, Date Created, and Ship Date. Records with similar names or numbers can still belong to different Vendor, Warehouse, Freight Vendor, and Parent.

  • Keyword search checks Memo, and Status.

  • Narrow the list with Vendor, and Warehouse filters.

  • The date filter uses Ship Date; choose a range that matches the business event you are reconciling.

  • The initial order emphasizes Purchase #. Select a column heading when you need a different comparison.

Open the Purchase whose Purchase #, Status, Date Created, and Ship Date match the task. If it is missing, clear the list filters and recheck Vendor, Warehouse, Ship Date, and Status rather than creating a replacement immediately.

Fields and business rules

Brisk stores 13 user-relevant fields for this Purchase, including 4 linked-record selections and 1 controlled-choice field. Create and edit screens may hide calculated or workflow-managed values from this full reference.

Field Required What it controls
Purchase # No The purchase # recorded for this purchase.
Status No Current status of this purchase. Available values: Draft, Submitted, Partially Received, Received, Overridden.
Vendor No The vendor associated with this purchase.
Warehouse No The warehouse associated with this purchase.
Date Created No Date and time recorded for date created on this purchase.
Ship Date No The date that this purchase order is scheduled to ship from the vendor.
Submitted To Vendor No Whether the submitted to vendor option applies to this purchase.
Memo No The memo recorded for this purchase.
Subtotal No The sub total value recorded for this purchase.
Freight No The total freight cost for this purchase order. This value is copied to receiving tickets created from the purchase order.
Freight Vendor No Sets the freight vendor associated with this purchase order; assumed to be FOB if left blank.
Total No The total value recorded for this purchase.
Parent No Parent purchase in the hierarchy.

What happens next

Send the approved order to the vendor, then receive actual deliveries against it; partial receipts should leave the unreceived balance open.

Common mistakes and troubleshooting

  • The record saved but is not available where expected: Recheck Status, then clear the filters on the destination list. A saved record can still be inactive, unpublished, locked, unapproved, or in the wrong workflow state.

  • The values look right but the result is wrong: Open Vendor, Warehouse, Freight Vendor, and Parent from the detail page. Correct the specific relationship that is wrong instead of forcing a total or status to compensate for it.

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